Facility for distributing and providing access to electronic mail message attachments

ABSTRACT

A facility stores attachments for electronic mail messages so that the messages may be transmitted to the intended recipients without the attachments. The recipients may then review and/or download the attachments by contacting the facility. This facility is especially useful in instances wherein the attachments are large. The facility eliminates the need to store multiple copies of the attachment throughout a system; thus consuming a great deal of memory space. In addition, the facility prevents the recipient from extensive delays that are often associated with downloading email messages that contain large attachments via a dial-up connection with a low transmission rate. The facility may be realized as a server and may be a web server so as to provide access to the attachments via an IP network.

RELATED APPLICATIONS

The present application is a continuation of U.S. patent applicationSer. No. 09/163,227 filed on Sep. 29, 1998, now U.S. Pat. No. 6,839,741,entitled “Facility for Distributing and Providing Access to ElectronicMail Message Attachments.”

TECHNICAL FIELD

The present invention relates generally to computer systems and moreparticularly to a facility for distributing and providing access toelectronic mail message attachments.

BACKGROUND OF THE INVENTION

Attachments are files that are attached to electronic mail (email)messages. Typically, such email messages include text and an icon thatrepresents the attachment. A user may gain access to the contents of theattachment by performing a designated operation (such as doubleclicking) on the icon that represents the attachment. In response to thedesignated operation, an application program associated with the type ofattachment is activated to display the contents of the attachment. Forexample, if the attachment is a word processing document, doubleclicking on the icon for the attachment causes a word processingapplication program to begin executing and the contents of the wordprocessing document are displayed within a window of the word processingapplication program.

Attachments can be quite large. As a result, emails with attachments mayoccupy a great deal of memory space. Moreover, transmitting emails withlarge attachments over communication pathways that have limitedthroughput can be particularly slow. For example, dial-up connectionsoften have limited baud rates, and it may take an excessive amount oftime to download an email message that contains a large attachment oversuch dial-up connections. Unfortunately, a party has no way of knowingbeforehand whether an email contains an attachment or not. Hence, aparty may have to unwittingly wait a long period of time when attemptingto download email messages over a dial-up connection.

Another difficulty with large email attachments is that the attachmentsmay require a substantial amount of memory space to store them. Forexample, suppose that a single email message containing a largeattachment is sent to ten recipients. In such an instance, ten copies ofthe attachment must be stored at one or more locations within thesystem. If all of the emails are stored on a single server, ten copiesof the attachment must be stored on the server. Ultimately, in instanceswhere email messages are stored on recipient computer systems, a largeamount of memory on each of the recipient computer systems is occupiedby the attachment.

SUMMARY OF THE INVENTION

The present invention overcomes the limitations of the prior art byproviding a facility for distributing and providing access toattachments for email messages. The facility may, in some embodiments,post attachments onto a server, such as a web server. Recipients maythen view or download the attachments from the server. The textualportion of the emails may be sent directly to the recipients via emailservices. The email messages that are sent may be embellished to notifythe recipients of the attachments. Thus, the recipients are not burdenedwith the storage requirements and time requirements typically associatedwith receiving and storing attachments. Furthermore, only a single copyof the attachment need be stored within the system rather than separaterespective copies for each recipient.

In accordance with one aspect of the present invention, an electronicmail message for a recipient is received at a first device, such as acomputer system. The electronic mail message includes both text and anattachment. The attachment is removed from the electronic mail messageand stored at the first device. The text of the electronic mail messageis sent from the first device to the recipient at the second device.

In accordance with another aspect of the present invention, anattachment for an electronic mail message is stored on a first computersystem. The electronic mail message is sent without the attachment froma sender to at least one recipient on a second computer system. Therecipient is enabled to remotely access the attachment of the firstcomputer system from the second computer system.

In accordance with a further aspect of the present invention, an emailis sent from a first computer towards a second computer. The emailincludes both text and an attachment. The email is received at anelectronic mail server, and the attachment is stripped off the email tobe stored at the electronic mail server. The text of the email isforwarded from the electronic mail server to the second computer, andthe second computer is provided with access to the attachment on theserver.

In accordance with an additional aspect of the present invention, aserver computer system includes a detector for detecting that an emailto a client contains an attachment. A stripper is provided for strippingthe attachment from the email, and the attachment may be stored in astorage device or system on the server computer system. The servercomputer system also includes an interface for enabling the client toaccess the server computer system.

BRIEF DESCRIPTION OF THE DRAWINGS

An illustrative embodiment of the present invention will be describedbelow relative to the following drawings.

FIG. 1 is a logical diagram of components in a data processingenvironment that is suitable for practicing the illustrative embodimentof the present invention.

FIG. 2 illustrates the flow of information in a first alternateimplementation provided in the illustrative embodiment.

FIGS. 3A and 3B depict a flow chart illustrating the steps performed inthe first alternate implementation of the illustrative embodiment.

FIG. 4 depicts a block diagram of a recipient computer system suitablefor use in the illustrative embodiment of the present invention.

FIG. 5 depicts the flow of information and a second alternateimplementation of the illustrative embodiment of the present invention.

FIG. 6 is a flow chart illustrating the steps performed in the secondalternate implementation of the illustrative embodiment.

FIG. 7 illustrates the attachment server of FIG. 5 in more detail.

DETAILED DESCRIPTION OF THE INVENTION

The illustrative embodiment of the present invention removes attachmentsfrom email messages and stores the attachments on servers. The serversmay be, for example, web servers, that may be accessed over a networkthat utilizes the Internet Protocol (IP). Examples of such IP networksinclude the Internet, an intranet and an extranet. The textual portionof each email message with an attachment is forwarded directly to theintended recipients, and the intended recipients are notified of theattachment for the email message. The recipients may then view and/ordownload the attachment from the server, if desired.

The illustrative embodiment overcomes the problems associated with largeattachments in conventional systems. Since only a single copy of theattachment is stored on the server, the attachment does not occupy anundue amount of memory space. There are not multiple copies of theattachment present in the system. Moreover, downloading emails over lowbaud rate connections does not take an inordinate amount of time.Nevertheless, recipients of emails still have the ability to view theattachments and can download the attachments, if desired, at theirleisure.

In a first alternate implementation, a sender of an email posts anattachment on the server and sends the textual portion of the email ontothe recipients. In a second alternate implementation, the sender sendsthe email with the attachment towards the recipients. An attachmentserver receives the email and strips the attachment from the email. Thetextual portion of the email is sent onto the recipients and therecipients are notified that the attachment has been removed. Theattachment is stored at the attachment server for access by therecipients.

The illustrative embodiment of the present invention provides recipientswith control over the downloading of attachments. A recipient can viewan attachment on a web page and decide if they wish to download it ornot. This allows recipients to avoid the downloading of attachments thatthey do not wish to receive. The attachments may be downloaded in eithera native format or in a hypertext markup language (HTML) format.Typically, the HTML format occupies less memory space than the nativeformat and takes less time to download.

The illustrative embodiment provides backup of attachments. The serveron which the attachments are stored can serve as a backup mechanism sothat attachments may be saved beyond a given period of time and may bedeleted off of a recipient's computer system.

The illustrative embodiment also may provide efficient management ofdocument revisions. One master copy of a document may be stored on theserver and a recipient may download the master copy, revise the mastercopy and store the revised version of the master copy back on theserver.

FIG. 1 depicts a data processing environment 10 that is suitable forpracticing a first alternate implementation of the illustrativeembodiment of the present invention. The data processing environmentincludes an email sender 12, such as a computer system upon which asender generates an email message. The email message is destined torecipients 14 on respective destination computer systems. The email maybe transmitted over a non-internet email system 18, such as MCI mail, orover an IP network mechanism 16 such as the Internet, an intranet or anextranet.

A web server 20 is connected to the IP network 16. The web server is adedicated server computer system that provides recipients 14 with accessto attachments. Specifically, recipients 14 may access the attachmentsby sending requests using the hypertext transfer protocol (HTTP). Inaddition, recipients 14 may download attachments from the web server 20using the file transfer protocol (FTP). The web server 20 includesstorage for storing attachments both in their native format and in anHTML format. The attachment storage 22 may be internal to the web server20 or may be external on secondary storage devices, such as magneticdisk drives, optical disk drives and the like.

Those skilled in the art will appreciate the depiction of the dataprocessing environment 10 in FIG. 1 is intended to be merelyillustrative and not limiting of the present invention. Additionalcomponents may be included in the data processing environment. Moreover,the server 20 need not be a web server but rather may be a conventionalserver. Still further, the attachments need not be stored in both thenative format and in an HTML format. In some alternate cases, theattachments may be stored solely in a native format or solely in an HTMLformat.

FIG. 2 depicts the flow of information from the sender 12 to recipients14A, 14B and 14C in the first implementation of the illustrativeembodiment. Initially, the sender passes the attachment 26 to the webserver 20, where the attachment is stored. The sender sends the email 28via the email servers 30 to the recipients 14A, 14B and 14C. As will bedescribed in more detail below, the email 28 may be embellished tonotify the recipients 14A, 14B and 14C that there is an attachment onthe web server 20. This notification may take the form of a textualmessage, a uniform resource locator (URL), a hyperlink, a graphic formof notification or other type of notification. The recipients 14A, 14Band 14C may then determine whether they desire to view or download theattachment 26. The arrow 25 depicted in FIG. 2 for recipient 14Aindicates that the recipient 14A downloaded the attachment from the webserver 20.

FIGS. 3A and 3B illustrate the steps that are performed in the firstimplementation in more detail. Initially, the sender 12 accesses adesignated web site on the web server 20. The web site may have aparticular associated URL. The web server 20 provides a web page thatprompts the sender to log in. The sender 12 utilizes this web page tolog in to the web server 20 (step 40 in FIG. 3A). The sender may beasked, for example, to provide a name and a password. If a proper nameand password are provided, the user is authenticated and permitted toselect among service options. The options include at least the optionsof uploading an attachment or downloading an attachment.

The sender 12 selects the option to upload an attachment file so thatthe attachment is stored on the web server 20 (step 42 in FIG. 3A). Thisattachment is part of the email 28 that the sender 12 desires to send tothe recipients 14. The sender 12 is prompted to provide a file name andpath for the attachment file on the computer system of the sender 12.This information tells the web server 20 where to locate the attachmentfile that is to uploaded. The sender may be prompted additionally toprovide access control options. The sender 12 responds by enteringaccess control options that specify who is able to access the attachmentfile and what access rights they have (See steps 44 and 46 in FIG. 3A).The information provided in the access control options may include anoptions control list that provides a list of user IDs for authorizedrecipients. The access control options may specify a password that isassigned to the attachment file and that must be provided in order forrecipients to access or download the attachment file. The access controloption may further include an attachment code that takes the form of analpha numeric code used to identify and locate the attachment file. Theattachment code must be provided by a recipient to access or downloadthe attachment file.

After the appropriate information is entered by a sender 12, the webserver 20 uploads the attachment file using the information that hasbeen provided (step 48 in FIG. 3A). The web server 20 utilizes FTP totransfer the attachment file. The web server 20 then converts theattachment file into a web-friendly format, such as an HTML format. Ingeneral, the web server 20 may convert the attachment file into a formatthat is viewable and downloadable by a recipient over an IP network. Theweb server 20 stores the attachment file in the native format and in theHTML format (See step 50 in FIG. 3A). The attachments are stored in adatabase account for the recipients on the server. In instances where anattachment code is used, the web server 20 may return the attachmentcode to the sender 12 for incorporation into the email message 28 (step52 in FIG. 3A).

The sender 12 sends a text only email to the recipients 14A, 14B and 14C(step 54 in FIG. 3A). Those skilled in the art will appreciate that theemail message need not include just text but may also include otherinformation including graphics, spreadsheets and the like. The emailmessage is “attachment-free” in that is does not include the attachment.The email 28 typically contains a notification that informs therecipients of the attachment. The email may also include the attachmentcode and/or password as dictated by the choice of the sender 12. In someinstances, the sender may opt to not require an attachment code or apassword but rather may rely solely on an access control list.Alternately, the email may include a URL or a hyperlink for accessingthe attachment on the web server 20. Still further, the email 28 mayinclude a flag, such as a particular message, graphic or the like thatindicates that an attachment is provided for the email.

After receiving the email 28, the recipients 14 may decide whether theywish to view and/or download the attachment. Since the attachment isstored in an HTML format, the attachment may be displayed by the webserver 20 as one or more web pages. If a recipient 14 wishes to view anddownload the attachment 26, the recipient accesses the designated website on the web server 20 and logs in (step 56 in FIG. 3A). In instanceswhere an attachment code or password are specified for the attachment,the recipient must provide the attachment code and/or password to gainaccess to the attachment (step 58 in FIG. 3A). The recipient 14 may thenbe provided with options and select to view or download the attachmentfile (step 60 in FIG. 3A). If the recipient 14 chooses to view theattachment (See step 62 in FIG. 3B), the web server 20 retrieves theHTML version of the attachment and transmits the HTML document to therecipient over the IP network (See step 64 in FIG. 3B). After viewingthe attachment, the recipient may opt to download the attachment (Seestep 66 in FIG. 3B).

In instances where the recipient 14 opts to download the attachment (Seesteps 62 and 66 in FIG. 3B), the recipient enters the file path and nameat which the attachment file is to be saved (step 68 in FIG. 3B) andthen the web server downloads the attachment to the recipient (step 70in FIG. 3B). The web server 20 utilizes FTP to download the attachmentto the recipient 14. Those skilled in the art will appreciate that otherprotocols may be utilized to download the attachment to the recipient14. The attachment may be downloaded in either the native format or inthe HTML format. Preferably, the attachment file is downloaded in theHTML format so as to utilize less network bandwidth and to minimize theamount of storage occupied by the attachment on the computer system ofthe recipient.

FIG. 4 is a block diagram that illustrates a suitable architecture forthe computer system of the recipient 14. The computer system includes acentral processing unit (CPU) 72, such as a conventional microprocessor.The computer system may include a display device 74, such as a videodisplay device and one or more input devices 76, such as a keyboard, amouse, or a microphone. The computer system may include a modem 78 forfacilitating communications over analog telephone lines, cable lines orthe like. The modem 78 may be utilized to connect the computer systemwith a web server 20. The computer system may also include a networkconnection 82 connector 80 connecting the computer system with a localarea network (LAN). The computer system includes a storage 82 that mayhold both programs and data. The storage 82 holds a copy of a webbrowser 84 that is used to communicate with the web server 20. The webbrowser includes an HTML engine. In addition, the storage 82 holds acopy of an email program 86 that facilitates email communications.

FIG. 5 depicts the flow of information in a second alternateimplementation of the illustrative embodiment. In this second alternateimplementation, the sender does not send the attachments to the webserver but rather sends the email with the attachment towards therecipients. An attachment server intercepts the email and strips theattachment off of the email and fowards the remaining content of theemail onto the recipients.

The sender 12 sends the email 28 with the attachment 26 towards therecipients 14A, 14B and 14C via an email service 30. The email service30 may take many forms including POP 3. IMAP 4, Microsoft Exchange,Microsoft Mail, or other email services. The recipients 14A, 14B and 14Csubscribe to a service provided by the attachment server 90. Thisservice strips attachments from incoming emails for the recipients. Theattachment server 90 may also serve as an email gateway for therecipients 14A, 14B and 14C. The attachment server 90 receives the email28 with the attachment 26. The attachment server 90 includes a detectorthat detects the presence of the attachment 26. The attachment server 90then activates a stripper that strips the attachment 26 from the email28. The attachment server sends the remaining portion of the email 28onto the recipients 14A, 14B and 14C. The attachment 26 may be stored atthe attachment server 90 in the native format or in an HTML format. Theattachment server may include a converter for converting the attachmentfrom the native format into the HTML format. Several conventionalapplication programs (e.g. Microsoft Word) contain converters forperforming such a conversion. This configuration is especiallywell-adopted for an instance wherein the attachment server 90 serves asan email gateway for a given LAN 91 that interconnects the recipients14A, 14B, and 14C.

FIG. 7 depicts components of the attachment server 90 in more detail.The attachment server 90 includes a CPU 102 and includes programs anddata. Specifically, the attachment server 90 includes attachment servercode 140 for performing the detection stripping and the like asdescribed above. The attachment server 90 may also include web servercode 106 that enables the attachment server to act as a web server. Ininstances wherein the attachment server 90 is also an email server, theattachment server includes email gateway code 108. The attachment server90 may store the attachments 110 in both data format and in HTML format.Furthermore, the attachments may include a converter 112 for convertingthe attachments from a native format into an HTML format.

FIG. 6 is a flow chart illustrating the steps that are performed in thesecond implementation of the illustrative embodiment. Initially, thesender 12 sends the email 28 with the attachment 26 (step 92 in FIG. 6).The recipient's email server, i.e., attachment server 90, receives theemail message and strips off the attachment 26 (step 94 in FIG. 6). Theattachment server 90 then inserts a notification into the email 28 thatnotifies the recipients 14A, 14B, and 14C of the presence of theattachment. The attachment server 90 may choose to store the attachment26 at the attachment server. Preferably, the attachment server 90 sendsthe attachment to the web server 20 (step 98 in FIG. 6). The web server20 then places the attachment in the database account for the recipient(step 100 in FIG. 6). The process then proceeds as depicted in FIGS. 3Aand 3B beginning at step 56.

Those skilled in the art will appreciate that the attachment server 90need not be an email server but rather may be a distinct server that isin communication with the email server. Moreover, the attachment servermay itself be a web server. The conversion of the attachment into anHTML format may be performed by either the attachment server 90 or theweb server 20.

While the present invention has been described with reference to anillustrative embodiment thereof, those skilled in the art willappreciate that various changes in form and detail may be made withoutdeparting from the intended scope of the invention as defined in theappended claims. For example, the attachments need not be stored in anHTML format but may be stored in other mark-up language formats or informats that are viewable and downloadable over an IP network.

The invention claimed is:
 1. A method for processing electronic mail,the method comprising the steps of: receiving, via at least oneprocessor, an electronic mail message including text and an attachment;stripping, via the at least one processor, the attachment from theelectronic mail message; inserting, via the at least one processor, amessage into the text of the electronic mail message notifying arecipient of the electronic mail message of the stripped attachment;transmitting the stripped attachment to a web server; placing thestripped attachment in a database account associated with the recipient;and accessing the stripped attachment in the database account.
 2. Amethod according to claim 1, wherein accessing the stripped attachmentcomprises: accessing a web site; and logging into an account associatedwith the recipient.
 3. The method according to claim 2, furthercomprising: entering an attachment code to gain access to the strippedattachment; and selecting to view or download the stripped attachment.4. A method for sending an electronic mail message including a text andan attachment, the method comprising the steps of: generating, via atleast one processor, the text; stripping, via the at least oneprocessor, the attachment from the electronic message; inserting, viathe at least one processor, a message into the text, notifying arecipient of the electronic mail message of the stripped attachment;posting the stripped attachment to a host for later retrieval;transmitting the text and the inserted message to the recipient; andselectively permitting the recipient access to the posted strippedattachment.
 5. The method according to claim 4, wherein the recipient isselectively permitted access to the posted stripped attachment byentering an attachment code via a user interface.
 6. The methodaccording to claim 5, wherein, upon acceptance of the attachment code,the recipient is selectively permitted to view or download the strippedattachment.
 7. An apparatus for processing electronic mail comprising:at least one processor; and at least one memory including computerprogram code for one or more programs, the at least one memory and thecomputer program code configured to, with the at least one processor,cause the apparatus to perform at least the following: receive anelectronic mail message including text and an attachment; strip theattachment from the electronic mail message; insert a message into thetext of the electronic mail message notifying a recipient of theelectronic mail message of the stripped attachment; transmit thestripped attachment to a web server; place the stripped attachment in adatabase account associated with the recipient; and access the strippedattachment in the database account.
 8. The apparatus according to claim7, wherein the apparatus is further caused to: access a web site; andlog into an account associated with the recipient.
 9. The apparatusaccording to claim 8, wherein the apparatus is further caused to: enteran attachment code to gain access to the stripped attachment; and selectto view or download the attachment.
 10. A system for sending anelectronic mail including text and an attachment, the system comprising:a server configured to communicate with a client that generated thetext, wherein the client strips away the attachment and posts thestripped attachment for later retrieval by another client, the clienttransmitting the text to the other client, the server selectivelypermitting the other client access to the posted stripped attachment,and wherein the transmitted text includes a message notifying the otherclient of the stripped attachment.
 11. A system according to claim 10,wherein the server includes a database of attachments associated withelectronic mail messages.
 12. A system according to claim 10, whereinthe server permits access to the posted stripped attachment according toan access control list.
 13. A system according to claim 10, wherein thestripped attachment is converted into a hypertext document.
 14. A systemaccording to claim 10, wherein the stripped attachment is converted intoa hypertext document or a format displayable by a web browser.
 15. Asystem according to claim 10, wherein the stripped attachment isforwarded to the other client using a file transfer protocol (FTP). 16.A system according to claim 10, wherein the stripped attachment isforwarded to the other client upon the other client supplying anattachment code associated with the stripped attachment.